Medical Front Desk Virtual Assistant
General Information
Job Title: Medical Front Desk Virtual Assistant
Position Type: Full-Time
Work Hours: 8:30 AM – 5:30 PM PST
Work Days: Monday – Friday
Salary: 5–6 per hour (depending on experience)
We are seeking an experienced, reliable, and detail-oriented Medical Front Desk Virtual Assistant to support the daily operations of a healthcare practice.
The primary focus of this role is insurance eligibility verification, inbound patient phone support, and AdvancedMD administration. The ideal candidate has hands-on healthcare experience, understands insurance verification workflows, communicates professionally with patients, and can confidently work within healthcare systems while maintaining HIPAA compliance.
Spanish-English bilingual proficiency is highly preferred due to patient communication needs, but exceptional candidates with strong insurance verification and AdvancedMD experience will also be considered.
Core Responsibilities1. Insurance Eligibility Verification – Top Priority- Verify patient insurance eligibility and active coverage.
- Conduct insurance benefits checks.
- Answer and manage incoming patient calls professionally.
- Handle calls through the WEAVE phone system.
- Assist patients with general inquiries and front-office needs.
- Adapt to an alternative phone platform, such as RingCentral, if the practice transitions away from WEAVE.
- Work within AdvancedMD to support patient and administrative workflows.
- Update and maintain accurate patient information.
- Maintain and update patient medical records.
- Ensure patient information is entered accurately.
- Protect sensitive patient information in accordance with HIPAA requirements.
- Assist with day-to-day medical front-office responsibilities.
- Maintain organized patient and insurance information.
- Coordinate with the practice team through Microsoft Teams.
- AdvancedMD
- WEAVE
- Microsoft Teams
- RingCentral or similar VoIP platforms, if implemented
- Meaningful healthcare or medical office experience is required.
- Hands-on insurance eligibility and benefits verification experience is required.
- AdvancedMD experience is highly preferred.
- Experience answering patient calls and supporting medical front-office operations is strongly preferred.
- Previous Medical Virtual Assistant experience is preferred.
- Experience with WEAVE, RingCentral, or another healthcare phone/VoIP system is a plus.
- Strong knowledge of insurance eligibility and benefits verification.
- Excellent verbal and written English communication.
- Professional and confident phone presence.
- Strong attention to detail and accuracy.
- Excellent organizational skills.
- Reliable, dependable, and consistent.
- Comfortable working independently in a dedicated VA role.
- Tech-savvy and able to learn new healthcare platforms quickly.
- HIPAA trained and comfortable handling confidential patient information.
- Ability to consistently follow established healthcare workflows and procedures.
- Spanish-English bilingual proficiency is highly preferred, particularly for patient phone support.
- Spanish is not an absolute requirement.
- Candidates with exceptional insurance eligibility verification skills and strong AdvancedMD experience may be considered even if they do not speak Spanish.
- No meaningful experience with insurance eligibility verification.
- Unreliable attendance, communication, or work habits.
- Failure to follow HIPAA-compliant procedures.
- Poor verbal or written English communication skills.
- Unprofessional or unclear patient phone communication.
- Limited ability or unwillingness to learn AdvancedMD and other healthcare systems.
- Poor attention to detail when handling patient or insurance information.
- Must speak and write English clearly and professionally.
- Must have relevant work experience.
- Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
- Must be available to attend video meetings with camera on when required.
- Computer: Reliable laptop or desktop computer.
- Internet: Stable high-speed internet connection (minimum 25 Mbps).
- Audio: Noise-canceling headset.
- Video: Working webcam for virtual meetings.
- Workspace: Quiet and professional work environment.
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
- Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
- HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
- Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
- Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.
